Performance Management System

1. Sep-12 1 Performance Management System Evaluation Process

2. Sep-12 2 Purpose The primary purpose of a performance management system is to communicate performance standards to employees, to provide coaching, feedback & observations regarding actual performance, and to identify training and development needed to improve the quality and/or quantity of job performance.

3. Sep-12 3 Three Components of Performance Management Performance Planning, Setting Goals and Objectives What Employee must accomplish to be successful Performance Coaching/Monitoring Feedback, open lines of communication Official or unofficial interim reviews Evaluating Actual Performance

4. Sep-12 4 Performance Management Cycle

5. Sep-12 5 Performance Evaluation What is the purpose of the evaluation? Documents how well Employee has met the expectations defined in the performance plan Allows Employee an opportunity to do a self-assessment Allows for both positive and critical feedback Supports decisions to retain, promote or give pay increases

6. Sep-12 6 Performance Management Forms P141 � Extraordinary Contribution P142 � Notice of Improvement Needed Written Notice P125 � Probationary Progress Review P146 � Request for Extension of Probationary Period P112(s) - Performance Plan & Evaluation (PPE)

7. Sep-12 7 Process Overview for All Staff Prepare for Review Opportunity for employee Self-Assessment Complete Draft P112 Draft P112 to Reviewer Reviewer submits to Calibration Team (as designated by Sr. Mgt.) for review/approval of final Performance Rating Finalized P112, Supervisor & Reviewer sign Emphasize that employee should not see the eval unitl it has been through the calibration processEmphasize that employee should not see the eval unitl it has been through the calibration process

8. Sep-12 8 Process Overview, cont. Supervisor meets with employee and provides them with a copy of the evaluation Send final approved evaluation to the department representative Start cycle for next year: performance planning, ��

9. Sep-12 9 Preparation for the Review Assemble and review all documentation Position Description (PeopleAdmin) Employee P112 Performance Goals and/or Job Responsibilities Metrics Competencies Career Development activities assigned/completed Supervisor�s Notes/Records, P141, P142, Counseling Memos, Written Notice forms

10. Sep-12 10 Employee Self-Assessment Provide Employee with: Updated Position Description (PeopleAdmin) A copy of the Performance Plan that was agreed to by the Supervisor and Employee Any other relevant documentation Employee may want to use in a self-evaluation (counseling memos, written notices, etc.) Emphasize that the P112 needs to be the most recent..Emphasize that the P112 needs to be the most recent..

11. Sep-12 11 Employee Self-Assessment, cont. Employee documents accomplishments as related to each performance goal/job responsibility and competency Employee summarizes career development activities Supervisor should accept self-assessment information in a format that is comfortable to the Employee (e-mail, discussion, etc.)

12. Sep-12 12 Forms for Self-Assessment Can use P112 document, OR Supervisor/department may choose to use other form for self-assessments College of Agriculture and Life Sciences Self Assessment form: http://www.cals.vt.edu/operations/documents/employeeselfassessment.doc

13. Sep-12 13 Supervisor Completes P112 Complete the Performance Goals/Job Responsibilities section Summarize the actual results & accomplishments for each assigned goal/responsibility. Check the appropriate performance rating for each goal/responsibility as supported by the statements in the results section. Complete the Competencies section by checking the appropriate rating for each assigned competency.

14. Review Career Development activities Complete Supervisor�s Summary of Overall Performance, being sure to include enough detail to support the overall rating Submit draft evaluation to Reviewer Sep-12 14 Supervisor Completes P112 (cont)

15. Review & Calibration for All Staff Reviewer validates performance rating Reviewer submits draft evaluation to Calibration Team Calibration Team finalizes and communicates the overall rating to the Reviewer. Supervisor and Reviewer sign evaluation. Sep-12 15

16. Final Steps Schedule time to meet with employee Obtain employee signature on evaluation Copies to Employee, Supervisor, Reviewer Send final approved original evaluation to department representative by the date they specify. Create next year�s Employee Performance Plan within 30 days, review with employee and provide him/her with a copy Sep-12 16

17. Sep-12 17 Four Levels of Performance Model Performance Strong Performance Developing Performance Unacceptable Performance Model Performance: This rating is reserved for performance that is truly exemplary, I.e., the accomplishments and behavior of these individuals consistently and considerably surpass established standards. Supervisors are encouraged to recognize and document incidents or performance that are truly extraordinary as they occur during the performance year. Classified staff must have at least one P141 on file in order to receive an overall rating of Model Performance. This is not required for University staff. Unacceptable Performance: This rating is used when performance of an individual fails to meet one or more of the established standards. However, such ratings should not be a year-end surprise to the employee. Performance deficiencies should be addressed and remedied as they are identified throughout the year. Therefore, an employee cannot be rated Unacceptable on the annual evaluation if the deficiency has not been properly documented during the preceding performance period. A notice of sub-standard performance (P142) or written notice must be accompanied by an improvement plan focused on an improvement period of 30 to 180 days. The form and plan must be signed by the supervisor, reviewer, and employee.Model Performance: This rating is reserved for performance that is truly exemplary, I.e., the accomplishments and behavior of these individuals consistently and considerably surpass established standards. Supervisors are encouraged to recognize and document incidents or performance that are truly extraordinary as they occur during the performance year. Classified staff must have at least one P141 on file in order to receive an overall rating of Model Performance. This is not required for University staff. Unacceptable Performance: This rating is used when performance of an individual fails to meet one or more of the established standards. However, such ratings should not be a year-end surprise to the employee. Performance deficiencies should be addressed and remedied as they are identified throughout the year. Therefore, an employee cannot be rated Unacceptable on the annual evaluation if the deficiency has not been properly documented during the preceding performance period. A notice of sub-standard performance (P142) or written notice must be accompanied by an improvement plan focused on an improvement period of 30 to 180 days. The form and plan must be signed by the supervisor, reviewer, and employee.

18. Sep-12 18 Model Performance (MP)THE EXCEPTION Requires written justification to support overall MP rating in Supervisor�s Summary of Overall Performance There is no formula used to calculate how many goals/responsibilities and competencies must be rated MP in order to earn an overall MP rating Requires at least one P141 for Classified staff, completed during the current performance cycle. This is not required for University staff. 5-10% of the population is a reasonable target If you have 20% MP, you will need 20% in DP5-10% of the population is a reasonable target If you have 20% MP, you will need 20% in DP

19. Sep-12 19 Strong Performance (SP)  Requires written justification to support overall SP rating in Supervisor�s Summary of Overall Performance. Most employees are Strong Performers Fully meets expectations May exceed expectations

20. Developing Performance (DP) Requires written justification to support overall DP rating in Supervisor�s Summary of Overall Performance. Does not fully meet expectations in one or more areas New employees are not necessarily rated DP Steps to improve performance in deficient area(s) must be clearly detailed in the Career Development Plan section. Sep-12 20

21. Sep-12 21 Unacceptable Performance (UP) Contact Human Resources Requires written justification to support overall UP rating in Supervisor�s Summary of Overall Performance There is no formula used to calculate how many dimensions must be rated UP in order to earn an overall UP rating Requires at least one P142 OR Written Notice during the current performance cycle for an overall UP rating for Classified or University

22. Sep-12 22 P142 Notice of Improvement Needed Documents performance deficiencies Should include a Performance Improvement Plan outlining requirements for improvement Establish weekly or biweekly meetings between Employee and Supervisor to review progress on Performance Improvement Plan

23. Sep-12 23 When an Overall Unacceptable Performance Rating is Given Within 10 working days, Employee's supervisor must develop a new P112 that sets forth performance measures for the following three (3) months, have it approved and signed by the reviewer and signed by the employee. Even if Employee is in the process of appealing his or her evaluation, the performance re-evaluation plan must be developed. The supervisor must discuss with Employee specific recommendations for meeting the minimum performance measures contained in the re-evaluation plan.

24. Sep-12 24 Questions�?